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The Monthly Memo Archive

The Monthly Memo

January 4, 1999

Dear Colleagues,

Please visit our web page. The site address is:

We have added a link to your school's web site from our site if we were able to locate an address for your school's web site. Please take a moment to verify the link to your school's site. If we have omitted your school, please notify us immediately so that the link can be added. I also encourage you to link your school's site to the HEAB web site. [Please see our Links page to verify your school's link.]

  1. 1998-99 notification lists and other associated reports are scheduled to print 1/5/99 and 1/19/99.

  2. We will continue to run the vouchering process on Tuesday and Friday nights of each week. Just a reminder that we cannot guarantee that your request can be loaded on the same day it has been received if the information arrives after 12NOON. Please keep in mind that it takes two to three business days after the vouchering process runs before checks are physically printed. So please plan accordingly. Contact me if you have any questions.

  3. Currently the award commit and spent for WHEG and WTG is as follows:

      UW WHEG Award Commit = 147.70% (last year at this time it was 151.30%)
      UW WHEG Spent = 69.30% (last year at this time it was 77.80%)
      WTC WHEG Award Commit = 161.20% (last year at this time it was 158.70%)
      WTC WHEG Spent = 74.30% (last year at this time it was 67.60%)
      WTG Award Commit = 115.26% (last year at this time it was 120.06%)
      WTG Spent = 65.02% (last year at this time it was 64.81%)

    Based on the information provided on the first two reconciliation forms and on the current spending level, the "W" code has been placed on new WTG applicants. These codes were first included on the 10/27/98 notification list and will continue to show on future lists. Another reconciliation form will be sent in February to determine whether or not and, if needed, how much 98-99 WTG award reductions will be.

  4. Please return all refunds as soon as possible. Please continue to include the following when you are sending refunds:

    • School Code
    • Student's Name
    • Student's Social Security Number
    • Amount of money that is being returned for the individual student
    • Type of program the funds have been disbursed from and the Disbursement Code
    • What semester or term and academic year the funds were originally disbursed for
    • Voucher Number

    This information is very important! Thank you.

  5. Please be aware that at the end of 1998-99 there will be a June 15, 1999, deadline for submitting all adds, changes, vouchers, and refunds.

  6. Please continue to update all student residency statuses by sending a separate memo to the general HEAB email address. Include the student's name, SS#, and resident or non-resident status. These changes will be processed as a file maintenance update. As I mentioned in the August memo, if it is not clear based on the statutes whether a student is a Wisconsin resident or not; please have the student complete the Residency Status Form and submit it to the Higher Educational Aids Board for our committee to review. The following half sheet of instructions/questions has recently been developed as an addendum that must be attached to the Residency Status Form. If you would like the document sent independently from this memo, please let me know and I will email it to you.

I appreciate your feedback and thoughts! My phone number is 608.264.6181, FAX: 608.267.2808, EMAIL: jane.hojan-clark@heab.state.wi.us and SNAILMAIL: HEAB, P.O. Box 7885, Madison, WI 53707-7885.

Hope your holidays were great!!


Jane Hojan-Clark, Acting Executive Secretary
Wisconsin Higher Educational Aids Board


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